Administrative Assistant I/II/III (POOL - Ongoing)

Western University of Health Sciences

Pomona (CA)

Hybrid

USD 28,929 - 44,083

Full time

14 days+

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Benefits offered by this job

Nurturing work culture

Opportunities for career growth

Focus on student success

Supportive environment

Collaboration and respect

Job summary

A health sciences university in Pomona, CA is seeking an Administrative Assistant to provide comprehensive administrative support. Responsibilities include managing correspondence, coordinating schedules, and assisting with document preparation. Candidates must have strong organizational and communication skills and a high school diploma. This role offers a flexible work environment with a pay scale between $21.00 and $32.00 hourly, making it an attractive opportunity for qualified individuals.

Qualifications

High school diploma or equivalent required.
Customer service or clerical experience required.

Responsibilities

Provide front-line administrative support, managing correspondence.
Coordinate schedules, meetings, and events.
Assist with document preparation and budget tracking.
Handle confidential information with professionalism.

Skills

Proficiency in Microsoft Office Suite

Strong organizational skills

Excellent written and verbal communication skills

Attention to detail

Ability to work independently and collaboratively

Education

High school diploma or equivalent

Associate’s or bachelor’s degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.

At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others.

Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.

Job Summary

This is a continuous active recruitment for an application pool to fill open ranks administrative support assignments on an as‑needed basis. Applications are accepted year‑round and will remain in the pool.

The Administrative Assistant provides a broad range of administrative and clerical support to ensure efficient operation of the office or department. This role assists management, staff, and external partners through effective communication, organization, and coordination of daily activities. The open‑rank designation allows for consideration of candidates with varying levels of experience, skill, and responsibility, with rank determined upon hire.

Knowledge, Skills and Abilities

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort with office technology.
Strong organizational skills with the ability to prioritize tasks and meet deadlines.
Excellent written and verbal communication skills.
Attention to detail, accuracy, and a high level of confidentiality.
Ability to work independently and collaboratively in a team environment.

Required Qualifications

High school diploma or equivalent (associate’s or bachelor’s degree preferred for higher rank).
Proven administrative, clerical, or customer service experience (level of required experience may range from entry‑level to advanced).

Preferred Qualifications

None specified.

Key Responsibilities

Provide front‑line administrative support, including answering inquiries, managing correspondence, and maintaining records and databases.
Coordinate schedules, meetings, events, and travel arrangements, ensuring all logistics and materials are prepared.
Assist with document preparation, budget tracking, purchasing, and other operational tasks to support departmental goals.
Handle confidential information with professionalism while fostering effective communication between staff, management, and external partners.
Other related duties and responsibilities as assigned.

Posting Details

Work Schedule: Standard 8:00 AM to 5:00 PM

Benefits

Our faculty, staff, and administrators are 100% focused on student success.
Our University culture creates the context for a nurturing and supportive environment.
Faculty, staff, and students can expect to make deep, personal relationships within the University community.
As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.
WesternU’s core value of humanism encourages all to bring their whole self in all that they do.
We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people!

Expected Pay Scale

Minimum: $21.00 hourly; Maximum: $32.00 hourly.

Physical Demands

Do the essential functions of this job require lifting? Yes. The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to use hands to operate a PC, talk or hear. The employee is regularly required to sit, and reach with hands and arms, and occasionally required to stand, walk, stoop, and smell. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to focus.

Describe Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions. Duties are normally performed in a typical office setting. The noise level in this setting is typically low to moderate. Currently the position is required to work on site 3 days a week, while having the flexibility to work remotely 2 days per week. This is subject to the needs of the department.

Posting Information

Posting Number: TC00486

Posting Date: 08/15/2025

Close Date: Open Until Filled Yes

Conditions of Employment - Background Check

To secure employment, successful fulfillment of a background check, including a criminal records check, may be required. Western University of Health Sciences will extend a conditional offer of employment, subject to rescission if the background check unveils disqualifying information or if it is found that the candidate deliberately withheld or misrepresented information. Non‑completion of the background check to satisfaction may impact the ongoing employment of a current Western University of Health Sciences employee who received a conditional offer for the position.

Pay Transparency Act

Pay Transparency Act – Western University of Health Sciences is required to provide a reasonable estimate of the compensation range for this role. This range considers various factors in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The Expected Pay Scale is defined as the budgeted salary or hourly range that the University reasonably expects to pay for this position. Placement within the Expected Pay Scale is determined by internal equity and relevant qualifications.

Equal Opportunity Statement (EEO)

It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender (including gender identity), marital status, sexual orientation, disability (both physical and mental) including HIV and AIDS, medical condition (cancer and genetic characteristics), pregnancy (which includes childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), age, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within WesternU including without limitation, hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training. WesternU makes hiring decisions based solely on qualifications, merits, and business needs at the time.

Required Documents